Revision as of 12:35, 29 June 2009

PROCESSING MEMBERSHIP RENEWAL PAYMENTS

DO NOT PRESS ENTER UNTIL FINISHED

GO to AR/CASH at top of screen and find your batch.
Click on MANAGE BATCHES in left hand margin, click on FIND in the upper right hand portion of screen and enter your batch number, TAB then SAVE.
Click on VIEW BATCH (located at left hand bottom portion of screen)
VERIFY batch number and amount against batch sheet.

Go to CUSTOMER SCREEN
Enter Member ID number (check name against name on form)

ON CLEAN RENEWALS (those not adding any divisions, sections or round tables) make the needed adjustments to email and mailing address. Fix all of the changes made by the member; phone numbers, title, codes, etc.

Go to BILLING tab at the bottom of the main screen. Click on PAYMENT (this will open the payment window).
CLICK on NEW and ENTER source code (TAB),
ENTER check/cc info (TAB)
ENTER pay amount (TAB).
If payment received is equal to the active amount billed the “total balance in the blue box” will zero out.
Free sections/round tables are marked with an asterisk “* “ double click on all of them that have the main item paid in full.
(If a balance is left ( in the total balance blue box ) it is either a subscription or a dropped division/section/round table that did not have the amount removed).

PAY CODES FOR CHECKS:

A= AGENCY

D= DIRECT (same name on check as renewal/application)

L= LIBRARY’S CHECK

O= OTHER (city of, govt., state check, etc)

PAYMENT INFO FOR CREDIT CARDS: (to be entered where ck # is applied)

MEMVISAMC = Visa / Mastercard

MEMAMEX = American Express

Enter the correct cc number in the box to the right
Enter expiration date of card and CSC in the authorization code box for ALL credit card payments entered manually through IMIS.

Eap 05/28/08

RENEWALS – PROCESSING PAYMENTS WITH “ MID YEAR JOIN”

(this selection is located in the “create invoice” screen under the billing tab at bottom of main screen and is used when a member is adding a division/section/round table to an existing record where the basic dues were previously paid)

Open the XTENDER and put a check in the box to the left of the item(s) being added to the current record.
Go to CREATE INVOICE , select NEW, RENEWALS and scroll down to MID YEAR JOIN (no ALA dues) then click on RUN.
System will bill the correct amount of dues according to the member type.
Go to the PAYMENT screen and enter the payment for the item being added. Don’t forget to double click on the free items with the asterisk if it is applicable at this time.
Make sure the expiration date of the new item matches the ALA expiration date.

There is a great possibility that you might have to manually change this date because the system will give it a date to match the cash batch date instead of the membership renewal date.
EX:
Member with 12/08 expiration adding YALSA for the first time to their record in a June batch will automatically be given an expiration date of 5/31/09 for YALSA.
To manually change this date to match the ALA expiration date; put the cursor in the “paid thru” box in the middle of the screen, enter the correct expiration date 12/31/08. The system will open a box at the top of the screen with the following prompt “adjust effective date/or a renewal month 06/01/08 change date to 12/31/08 and the effective date will change to 01/01/08 (which is the correct start date for a December item) Click on SAVE.

Go to ACTIVITIES at the bottom of the screen, double click to the left of the BASIC DUES category for the current year, select EDIT and remove the “card sent” date.
(removing the card sent date must be done every time a member is adding something to an existing current record so they will get an updated membership card. This does not have to be done when a person is paying their basic dues because the system automatically prints a card for every record processed that included a basic dues payment.

Eap 5/28/08

RENEWALS – PROCESSING PRO-RATED PAYMENTS

OPEN the XTENDER and put a check in the box to the left of the item(s) being added to the current record.
Go to CREATE INVOICE, select NEW, RENEWAL and scroll down to MID YEAR JOIN ( no ALA dues) then click on RUN.
System will bill the full amount needed to pay the item in full.
GO into BILLING at bottom and click on the item in the left hand margin to open up “dues/subscription item detail window”, Click on EDIT remove the full billed amount and put in the prorated amount needed to pay the item to match the ALA expiration date.
Enter the amount received ,if there is an overpayment a message will appear in the lower right hand portion of the dues/subscription payment screen “ $$$$ unapplied”. CLICK on SAVE if this amount is to be refunded a message will appear in the lower left hand corner, outside of the dues/subscription payment window, stating:

“there is an overpayment of $$$$$$$$$$
Click Yes to confirm the creation of an AR item ( to be refunded)
Click No to cancel the process”

Go to ACTIVITIES at the bottom of the screen, double Click to the left of the BASIC DUES category for the current year, select EDIT and remove the “card sent” date.
(removing the card sent date must be done every time a member is adding something to an existing current record so they will get an updated membership card. This does not have to be done when a person is paying their basic dues because the system automatically prints a card for every record processed that included a basic dues payment.

Eap 5/28/08

RENEWALS - PROCESSING PAYMENTS WITH DROPPED ITEMS

Before going to the payment screen to process the monies received, OPEN the XTENDER (located at the top of the main screen between the CMDS and AUTODRAFT buttons); DOUBLE CLICK

remove the check in the box to the left of each item being dropped.

Continue processing the payment in the dues/subscription screen.
If you want only the amount being paid to appear in the blue “total balance” box you must remove the amount for the dropped item in billing at the bottom portion of the main screen “ double click to left of item in the white box , Click on Edit go to “amt” box in middle of screen and remove money. Then continue to process as noted before.